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- Tasks: Support the Deputy Director with diary management, correspondence, and meeting organisation.
- Company: Join the National Probation Service, making a difference in your community.
- Benefits: Gain valuable experience, develop professional skills, and enjoy a supportive work environment.
- Other info: Perfect for those looking to kickstart their career in public service.
- Why this job: Be at the heart of operations, helping to shape probation services and support your team.
- Qualifications: Strong organisational skills and a proactive attitude are essential.
The predicted salary is between 30000 - 40000 £ per year.
This is an administrative role in NPS Divisional headquarters, clusters and functions. The role reports to the NPS Deputy Director or Head of Operational Function as appropriate.
The role provides secretarial and administrative support to the Deputy Director or Head of Operational Function. It involves diary coordination, compilation of correspondence and documents, and organization of meetings and engagements. The holder will have no line-manager responsibilities.
Responsibilities, Activities & Duties
- Supporting the Deputy Director or Head of Operational Function in meeting business requirements by resolving conflicting demands in planning schedules.
- Efficiently maintaining the Deputy Director or Head of Operational Function’s diary to optimise time management.
- Acting as the first point of contact, using initiative and responding to or directing queries to relevant parties.
- Screening the Deputy Director or Head of Operational Function’s telephone calls, general correspondence and e‑mails, highlighting priority work and responding to queries with an understanding of probation service delivery and the partnership map.
- Providing a full range of secretarial and administrative support and assistance, producing material from correspondence to complex confidential reports.
- Developing and maintaining comprehensive and up-to-date electronic and manual filing systems that support operational delivery of probation services and enable effective storage and retrieval of key data.
- Supporting planning and finalising of agendas for meetings, overseeing coordination and distribution of paperwork.
- Taking minutes at senior management meetings and distributing them to relevant parties.
- Liaising directly with internal and external colleagues and partners to handle enquiries and coordinate appointments and engagements.
- Keeping up to date with changes in key external partnerships related to probation service delivery.
- Contributing towards the organization and coordination of large-scale divisional events.
- Coordinating and collating meetings for internal and external attendees, booking rooms, arranging refreshments, preparing material, greeting visitors, etc.
- Dealing with highly sensitive issues, acting with diplomacy and maintaining strict confidentiality at all times.
- Arranging business travel and accommodation for the Deputy Director or Head of Operational Function.
Use communication effectively
- Providing information, feedback and advice.
- Influencing and persuading.
- Participating in meetings where appropriate.
- Using appropriate skills, styles and approaches.
Enhance your own performance
- Managing own resources and professional development.
Use information to take critical decisions
- Liaising with staff to receive, collate and analyse information, using systems and compiling reports as necessary.
- Developing and utilizing data to identify trends and take appropriate action to maintain and enhance performance.
- Planning, implementing and managing systems for the exchange of sensitive information, data and intelligence.
The responsibilities listed above describe the post as it is at present and are not intended to be exhaustive. The job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation Scheme and will be discussed in the first instance with the job holder.
An ability to fulfil all spoken aspects of the role with confidence through the medium of English, or, where specified in Wales, Welsh.
17212 - Diary Manager to the Regional Probation Director – Kent, Surrey & Sussex in London employer: Ministry of Justice
Contact Detail:
Ministry of Justice Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land 17212 - Diary Manager to the Regional Probation Director – Kent, Surrey & Sussex in London
✨Tip Number 1
Network like a pro! Reach out to people in your field, especially those connected to the probation service. A friendly chat can lead to insider info about job openings or even a referral.
✨Tip Number 2
Prepare for interviews by practising common questions and scenarios related to diary management and administrative support. We recommend role-playing with a friend to boost your confidence and refine your answers.
✨Tip Number 3
Showcase your organisational skills! Bring examples of how you've effectively managed schedules or handled sensitive information in past roles. This will demonstrate your fit for the Diary Manager position.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, we love seeing candidates who take that extra step to connect with us directly.
We think you need these skills to ace 17212 - Diary Manager to the Regional Probation Director – Kent, Surrey & Sussex in London
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your CV and cover letter for the Diary Manager role. Highlight your experience in diary management, administrative support, and any relevant skills that match the job description. We want to see how you can bring value to our team!
Showcase Your Communication Skills: Since this role involves a lot of communication, be sure to demonstrate your ability to communicate effectively in your application. Use clear and concise language, and don’t forget to mention any experience you have in liaising with various stakeholders.
Highlight Your Organisational Skills: This position requires excellent organisational abilities. In your application, share examples of how you've successfully managed schedules, coordinated meetings, or handled multiple tasks at once. We love seeing how you keep things running smoothly!
Apply Through Our Website: We encourage you to apply directly through our website. It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it’s super easy to do!
How to prepare for a job interview at Ministry of Justice
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the responsibilities of a Diary Manager. Familiarise yourself with diary coordination, meeting organisation, and the importance of confidentiality in handling sensitive information. This will help you answer questions confidently and demonstrate your suitability for the role.
✨Showcase Your Communication Skills
As a Diary Manager, effective communication is key. Prepare examples of how you've successfully managed queries or liaised with different stakeholders in previous roles. Be ready to discuss how you would handle challenging situations, like conflicting schedules or sensitive issues, using clear and diplomatic communication.
✨Demonstrate Your Organisational Skills
Bring along examples of how you've maintained efficient filing systems or managed multiple tasks simultaneously. You might even want to create a mock-up of a diary management system to showcase your organisational prowess. This will give the interviewers a tangible sense of your skills.
✨Prepare Questions About the Team and Culture
Interviews are a two-way street! Prepare thoughtful questions about the team dynamics and the culture within the NPS. This shows your genuine interest in the role and helps you assess if it’s the right fit for you. Plus, it gives you a chance to engage with the interviewers on a more personal level.